Try a Coworking Space for Your Next Event
Following two years of unpredictability and limitations, the planning of corporate events is back and bigger than ever, with events being more captivating than before. According to a recent report by EventMB, in-person events are expected to be 22% larger than pre-pandemic events, with an average increase of 6% in attendance per event.1
As the event industry booms in 2023, even the most experienced event planners are enduring extreme roadblocks when it comes to planning, with conference locations booking up a staggering two years in advance.
This is where coworking spaces come in as a surprising, unconventional but perfect match for corporate events.
Coworking spaces, like Office Evolution Boulder, are becoming increasingly popular as venues for events of all kinds. Whether it’s a networking event, a product launch, or a team-building session, Office Evolution offers a unique and flexible environment that can be customized to suit a wide range of demands.
Let’s explore what to look for in an event space and the reasons why flexible office space like Office Evolution make outstanding venues.
When to start looking for a venue:
Although it’s likely you won’t have to plan your event two years in advance, it’s important to start looking for a venue as early as possible. Once you have a clear understanding of your budget, estimated event size, and space requirements, you can begin your search.
We recommend booking a venue at least 8 months in advance to allow sufficient time to plan critical aspects of the event such as securing keynote speakers, creating programs, ticket sales, and marketing to potential attendees. By starting your search early, you’ll have the best chance of finding a venue that meets a majority of your needs, helping make your event a success.
When searching for a venue to book, there are several factors to consider to ensure that you choose the right location for your event. Here are some of the most important things to be on the lookout for:
Choosing a venue that is conveniently located for your attendees-whether it’s close to their homes, workplaces, or hotels-can be one of the biggest deciding factors when it comes to positive attendee feedback. Especially in popular markets like the Denver, Colorado area, consider factors like traffic and transportation options to make it easy for individuals to attend. At Office Evolution , we have multiple locations spanning across the Denver Metro area making it easy to secure a location that best serves your guests.
Even if you have an absolutely stunning event location, a lack of parking can dampen the attendees’ experience before the event starts. Ensure your venue has an easily accessible parking lot, either on the premises or within a few blocks. Venue staff can advise on the most convenient options be it onsite parking or adjacent garage options at their respective locations. Many urban venue locations will require paid parking, so ensure that is considered for budget planning purposes.
Capacity and Minimums:
There’s nothing worse than being immersed in a learning environment while feeling hot, uncomfortable, and lacking a clear vantage point of key events due to the amount of people in attendance. Ensure that your corporate event venue can comfortably accommodate the maximum number of attendees, and that it meets fire and safety codes. Something special about Office Evolution is our ability to accommodate large and small guest lists. With a variety of event spaces and configurations, customized solutions are readily available. Whether you have 10 people or 100, we can help.
Get an illustrated floor plan of the venue and consider the flow of traffic and activities, such as keynote speakers, breakout rooms, and demo areas. Ensure that the layout matches your desired ambiance for the event and promotes an easy flow of traffic. Coworking spaces like Office Evolution are attractive, in part, as they are designed differently from traditional event spaces. This makes them feel unique and different from traditional venues in hotels, conference centers or similar.
Access to events is a basic right for everyone, including those with disabilities. Ensuring venue accessibility demonstrates a commitment to inclusion and diversity, and creates a comfortable environment for all attendees. Be sure to ask the venue about accessibility and address any specific needs that your group may need in advance.
Although this might already seem like quite the extensive checklist, you’ll want to partner with a venue, like Office Evolution , who goes above and beyond for their partners and attendees. Below are 5 guarantees we have in place for all prospective venue partners.
One of the biggest advantages of using Office Evolution as your next event venue is the flexibility we offer. Office Evolution spaces are designed to be adaptable and can be configured in a variety of ways to meet the specific needs of your event. Whether you need an open floor plan for a networking event or a more traditional layout for a seminar or presentation, Office Evolution is known as one of the top ‘flex spaces’ for a reason, and can be easily customized to suit your needs.
Office Evolution is well-equipped with state-of-the-art technology, including high-speed internet, audio-visual equipment, and presentation tools. For example, if you’re hosting a yearly conference, you may need to display videos or slideshows for large crowds to see. Office Evolution can provide the necessary equipment to make this, and much more, possible.
Office Evolution has a unique, luxurious, comfortable, and creative atmosphere. With the halls lined with local art, intimate yet productive lighting, and natural light peeking through floor to ceiling windows, your attendees will feel like a VIP in our inspiring spaces. Not to mention this backdrop makes for captivating photography and video opportunities for social media and other marketing items.
When it comes to amenities, Office Evolution goes above and beyond. Locations are equipped with modern seating and comfortable lounges, coffee bars, inspiring break out rooms, parenting spaces, and rooftop lounges for those needing to recharge with fresh air.
Did you know that traditional event venues are now costing upwards to 30,000 per day? Choosing a Office Evolution coworking space as an event venue is a much more cost-effective alternative! Office Evolution offers flexible pricing options that can be tailored to your specific needs. For example, you can rent the space for just a few hours, rather than having to commit to a full day or more. And there are no required add-ons such as banquet minimums or similar typically found required by other venue providers. Additionally, Office Evolution will include many of the amenities and services you need for your event, which can help you save money on additional rentals and services.
Events are vital to a company’s success as they convey the latest leadership updates, announce new products, or unite employees to foster a sense of connection and a more robust corporate culture.
Ambience, music, and menu choices are just a few of the things to consider before your guests arrive. Fortunately, coworking spaces like Office Evolution take care of these requirements in advance, providing a comfortable, interactive, and relaxed environment that is becoming increasingly popular among professionals.
1 EventMB. “2022 Event Trends Report.” EventMB, https://www.eventmanagerblog.com/wp-content/uploads/2021/12/202-Event-Trends-Report-final.pdf, published in December 2021